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Shortlisting and Interview Process

Overview

The following section outlines the processes involved in securing the most appropriate candidate for the position available. Guidelines on the composition and role of interview boards are also detailed. Finally, links to policies governing the selection and appointment of candidates are provided for those seeking more comprehensive information, as well as details on the agreed Recruitment Timelines.

The Process

The decision as to who should or should not be appointed is both significant and difficult and must be taken within the framework of a robust selection procedure.

In the case of Academic posts, the University has developed a Competency Framework Guide for Academic Roles to assist in achieving this aim, providing a systematic and objective method of assessing and selecting people. It is the duty of those involved in the recruitment and selection of candidates to ensure that the appropriate competencies are applied and that the University's commitment to selection on merit is seen to be clear and unambiguous. Following these principles should ensure that this commitment is translated into action.

The Human Resources Office will ensure that all staff has access to appropriate training. Courses will be held on a regular basis. In addition, a cadre of trained individuals will be available to act as chairpersons on recruitment panels. Further information on the composition of the boards, the role of board members, preparation prior to an interview, and selection techniques is available in our Recruitment and Selection policy. Please contact your HR Business Partner for further details.

1. Shortlisting

Each Assessment Board member is charged with the personal responsibility of ensuring that candidates are selected on the basis of job-related requirements as set out in the Job Description and that decisions are clearly recorded. All assessors are to be involved in the shortlisting process; the co-ordinating assessor consults with the external assessors to ascertain their views on the applicants to be shortlisted; these views to be conveyed by him/her to a meeting of the internal assessors, and the internal assessors finalise the list having taken into account the views of the external assessors.

In all cases shortlisting candidates involves applying job-related criteria and care must be taken to ensure that no extraneous variables are introduced which may indirectly discriminate against one section(s) of the community.

Shortlisting carried out in this systematic and objective fashion ensures that those candidates who most clearly meet the requirements for the job will be brought forward for an interview.

This shortlisting stage should not only ensure that the merit principle is paramount but it also provides a clear record of the process.

2. The Interview Process

The purpose of the interview is to identify candidates, having regard to all the evidence, who best meet the objective criteria and competencies required for the position and to place the candidates in order of merit on the basis of their perceived contribution to the University.

The interview process for Academic posts is highly structured and follows a competency-based format. This means that the interview is conducted by an Assessment Board, and a standardised and consistent process for all candidates is followed.

As part of the interview process, University of Galway has developed detailed guidelines for board members when interviewing candidates for the various academic roles within the University.

The primary aim of the selection interview, from the point of view of the interviewer, is to determine if the candidate is competent to do the job. Interviews should be used to assess how well the individual performs against the specific competencies.

3. Appointment

The Human Resources Office will offer the post to the appropriate candidate once the appointment has been approved by the relevant university authorities. An offer of employment is subject to work authorisation.

4. Pre Employment Health Assessment

University of Galway requires all successful candidates for positions to complete a pre-employment medical questionnaire which will be issued by the University's Occupational Health Physician. This assessment will be evaluated by the University’s Occupational Health Physician prior to appointing the candidate to the University. All appointments are subject to satisfactory medical assessment.

5. Retention of records

Please refer to the following website Data Protection - University of Galway for the HR Office’s personnel records retention schedule and the University’s policy on Data Protection Policy.

6. Qualifications Check

Candidates recommended for appointment must produce official evidence of qualifications (original copies only) in order to be appointed.

7. Garda Clearance

For some posts the University will require to obtain a Garda clearance in respect of the successful candidate.

Who requires Garda Vetting?- As per advice from the National Vetting Bureau (garda.ie)

Any person who is carrying out work or activity, a necessary and regular part of which consists mainly of the person having access to, or contact with, children (under 18) or vulnerable adults. Vetting is required when contact with children and vulnerable adults is necessary and regular, however where there is any doubt, we recommend that vetting is requested.

For any roles within the University that require Garda vetting, please be reminded that a successful candidate cannot commence employment in their new role until such time as Garda vetting is completed. Current turnaround time with the Garda vetting bureau is 4-5 weeks.